For those who came in late, I am just gearing up for a series of blog posts on the subject of the Six Considerations for Going Mobile: How to win with mobile enterprise content management (ECM) – how to get the benefits while controlling the downside, i.e. the risks and costs.
This post concerns the second of the six considerations I’ve identified: How Should We Start Adding Mobility to DM?
As I said in previous posts, since document management (DM) is going to be your foundation, it better be solid. So you should standardize and “firm up” your enterprise content management (ECM) strategy so it’ll be a solid foundation for adding mobile. If it’s not solid, then address that first, before you start getting ambitious about mobile.
You probably have a spectrum of actual or possible ECM applications. It’s a best practice to bucket them into a few well defined usage patterns.
Start with the following typical DM usage patterns that can be extended with mobile.
- Basic DM and Access: This provides minimal capabilities to allow users to create, edit (with minimal version control and check-in/out), classify, store, and retrieve documents. For this, think shared drives (if used properly), Box, maybe Jive, etc.
- Standard DM and Access: This provides sufficient capabilities for most cases where users need DM, without requiring much collaboration, other workflow, or more advanced capabilities.
- Collaborative DM and Access: This provides team- or activity-based, document-centric collaboration capabilities, focused on providing a common virtual environment to share information and interact on a particular task or project. It also includes most of the Enterprise Social Collaboration capabilities.
- Process DM and Access: Rather than “knowledge worker” capabilities, this pattern provides “process or transaction worker” capabilities, such as production imaging and workflow, typically on “fixed content.” It also often involves integration with business systems such as ERP systems.
- Specialized DM and Access: This pattern provides more specialized DM capabilities than Standard or Collaborative DM; including (just to take a few examples) DAM, technical document and data management, paper records management, etc. The idea is that it’s one of the other patterns – plus some special sauce.
Note that most of these five patterns successively build on each other. So Standard builds on Basic. Collaborative and Process build on Standard. Specialized builds on Standard, Process, and Collaborative. All of them can be usefully extended by adding devices (smartphones, iPads, etc.) and by providing cloud-based participation capabilities.
Next, define which specific DM capabilities belong to each DM usage pattern.
So for each of the 5 DM Usage Patterns, provide a set of specific DM capabilities. For simplicity, I took out Process DM here, but you can get the idea. Standard DM has, let’s say, 15 specific DM functions that come with it.
Then do the same for specific mobile capabilities: Specify which mobile capabilities belong to each of the five DM usage patterns.
You may not be able to do this right now, but actually, if you stick with me to the end of this series of blog posts, you should be able to do it. So, for example, for most of them, you need consumer capabilities (capture, access, and search via mobile devices). Process DM needs the ability to participate in workflows via mobile devices. Collaborative DM needs most social media capabilities.
Now you can match the Mobile DM usage patterns (and their sets of capabilities) to actual products and components in your DM and Mobile portfolio.
Next time, Consideration Number Three: How Should We Identify and Rank DM Opportunities to Implement?